If your company is planning to host a series of seminars or conduct a client presentation, it is best to look for an ideal place that is outside your office space. If your event involves big-time clients, you need to start looking for large conference venues to make a lasting impression.
When choosing a conference venue, it is essential to set some standards. You cannot accept any available room because you want to make sure that guests are kept comfortable throughout the event. You want people to stay put in their seats and keep their interest throughout the end of the day. So if you happen to be in charge of looking for an ideal meeting place, here are some things that you should look for.
Spacious
Space is significant when looking for a meeting room. All the participants should be comfortable for the day. If you happen to have speakers that are joining the event, you will need a small stage, a microphone and a projector for visual presentations. Look for a room that matches your expected headcount because booking a place that is too big will make the attendees feel bored and sleepy.
Internet
Look for a meeting room that provides a stable internet connection. It is necessary to have Wi-Fi, especially if you need to access specific files or programs on your laptop. Renting a place with slow or no internet connection will leave you unproductive for the entire day. Also, it might turn off potential clients resulting in missed business opportunities. It would be best to check the internet access with the building admin before booking a particular conference room.
Breakout rooms
Depending on how big your company event is, but you may need to look for venues that have breakout rooms if you expect a large group of participants. This kind of setup is perfect if you are planning to conduct training classes for several batches of newly hired employees. Remember that looking for this kind of venue is not that easy, so you have to start scouting one month before the actual event.
Physical location
Choose a conference venue that is pretty accessible to the majority of the participants. Nobody would like to travel for hours and drive through heavy traffic before arriving at their destination. If it is possible, choose a place that is near the bus and train stations. Also, it must come with a parking space for those who prefer to bring their vehicles. If you are expecting guests from other countries to join you, make sure that the physical location of the conference venue is convenient for them.
Lastly, do not forget to ask the building admin about the amenities and freebies that come with renting the meeting room. Do they offer free food or unlimited drinks? Are you allowed to bring catered food into the venue? It is best that all of your questions are answered before deciding to book any rooms.